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Supplier Records & W-9

Contact Supplier Records & Reporting

Remember

We process requests in the order they were received. If you have an urgent request, please contact the Finance Customer Care Center at 734-615-2000, press 3 press 1.


Step 1: Check for Existing Records

First use the “Review Supplier” screen in M-Pathways Financials & Physical Resources System (M-Pathways FINPROD) to determine if the supplier already exists in the database and identify the correct supplier ID if multiple records already exist.

  • In M-Pathways FINPROD , go to Main Menu > Suppliers > Supplier Information > Add/Update > Review Supplier.
  • You will need the Taxpayer Identification Number (TIN) to ensure that you are locating the correct supplier.
Remember
Paying a foreign individual for a service, royalty, or gift/prize/award does not require a Supplier ID.  Please follow the PeoplePay Decision Tool. Once you find the appropriate PeoplePay form, follow the routing instructions at the bottom to pay a foreign individual.

Step 2: Required Documents

Two important pieces of information are critical to the process:

Checklist
  • A current Substitute W-9  for the supplier. Email us if you would like us to contact your supplier to secure a Substitute W-9.
  • A sample invoice from the supplier if the company is doing business under more than one name.
Caution

DO NOT EMAIL Substitute W-9s containing a Social Security Number. Please fax a Substitute W-9 that includes a Social Security Number to our secure fax line at 734-615-5704. This ensures we are protecting the people who trust us with their personal information.

The Substitute W-9 Form is a critical document needed when adding a new supplier. These documents will ensure that the supplier record is being created and updated accurately so all of your transactions can be processed as seamlessly as possible.

Why do I need to send a Substitute W-9? Before a payment is made to your supplier, current and accurate tax information is needed. Providing this information up front will ensure the record is set up correctly and help expedite payment processing. Email us if you would like us to contact your supplier to secure a Substitute W-9.

Step 3: Creating the Record

The quickest and most secure way to add a supplier record is directly within the “Request Supplier” screen of  M-Pathways FINPROD, using the path: Main Menu > Suppliers > Supplier Information > Add/Update > Request Supplier

To reactivate a supplier record email us with the following information:

Checklist
  • M-Pathways FINPROD Supplier ID number
  • Supplier name
  • What we will be paying the supplier for
  • OR Simply email us the Supplier Request Form and Substitute W-9 to reactivate a supplier
Caution

To protect our suppliers, if the Supplier Request Form and/or Substitute W-9 contains a Social Security Number, please send by fax 734-615-5704 as email transmission is not secure.


To change a supplier record email us with the following information

Checklist
  • M-Pathways Supplier ID number
  • Supplier name
  • What we will be paying the supplier for
  • Taxpayer Identification Number (TIN)
    • For company records: Full Employer Identification Number (EIN)
    • For individual records:  The last four digits only of the social security number (SSN) – DO NOT INCLUDE FULL SSN

OR

  • Simply email us the Supplier Request Form and Substitute W-9 to reactivate a supplier.
Caution

To protect our suppliers, if the Supplier Request Form and/or Substitute W-9 contain a Social Security Number, please send by fax 734-615-5704 as email transmission is not secure.  Please note: to protect the university and our suppliers from fraud, we may contact the supplier to validate the information provided. We have created a checklist of information you need to include in your email.

Remember

If you have a foreign supplier please go to Pay a Foreign Supplier.

The Substitute W-9 Form is a critical document needed when adding a new supplier. These documents will ensure that the supplier record is being created and updated accurately so all of your transactions can be processed as seamlessly as possible.

Why do I need to send a Substitute W-9?

Before a payment is made to your supplier, current and accurate tax information is needed. Providing this information up front will ensure the record is set up correctly and help expedite payment processing. Email us if you would like us to contact your supplier to secure a Substitute W-9.

Caution

DO NOT EMAIL Substitute W-9s containing a Social Security Numbers. Please fax a Substitute W-9 that includes a Social Security Number to our secure fax line at 734-615-5704. This ensures we are protecting the people who trust us with their personal information.

Substitute W-9 (PDF)

Want help using M-Pathways for supplier records? View the Supplier Maintenance Resources located in MyLinc. Navigation: Click Procurement Resources > Click the green Start button on the right > click Supplier Maintenance Resources > Request a Supplier ID

Caution

If you don’t have access to M-Pathways you can send us a Supplier Request Form and Substitute W-9  by fax to 734-615-5704, or email us. To protect our suppliers, if the Supplier Request Form and/or Substitute W-9 contain a Social Security Number, please send by fax as email transmission is not secure.